Chapter - V (ADVANCE TALLY APPLICATION) - MODULE - 2(PURCHASE ORDER PROCESSING & SALES ORDER PROCESSING)

ADVANCE TALLY APPLICATION

MODULE - 2

PURCHASE ORDER PROCESSING

AND

SALES ORDER PROCESSING

As discussed in the previous chapters we purchase goods from the supplier and sale goods to the customer directly. But in the real field the process is something different. That is at the time of purchase and sales we make conditions for the supplier or the customer fro purchase and sales. That is it is written agreement between you and your supplier and customer.( means the rate purchase or sales, the date of receiving or giving goods, the batch no , the date of manufacturing and the date of expiry of the item, the discount structure, the GST tax structure, the name of the godown to put the stock, the quantity ordered etc.)

For this after company creation , in the gate way of tally press F11 key , which will take you to the company feature section. Where in the inventory feature section enable the godown, categories, the discount option, active purchase order and sales order processing option and finally make receipt note and delivery note option to yes.

So after company creation , in the gateway of tally section create ledgers like purchase , sales etc. For this go to ACCOUNTING INFO menu – select ledger- choose create option-start creating ledgers. Such as :-

     1. Supplier ledger.

Put the name of the respective supplier in the name box , put it under sundry creditor group, give the basic details like address , GST reg. no. etc., accept it and save it by pressing enter key.

     2. Customer ledger.

Put the name of the respective customer in the name box , put it under sundry debtor group, give the basic details like address , GST reg. no. etc., accept it and save it by pressing enter key.

      3. Bank ledger.

Put the name of the respective bank in the name box , put it under bank account group, give the basic details like address , GST reg. no. etc., accept it and save it by pressing enter key.

      4. Purchase ledger.

Put the rate of purchase( purchase@18%) in the name box , put it under purchase account group, give the basic details like GST applicability, purchase classification(Purchase Taxable), define the rate of IGST( CGST+SGST)  accept it and save it by pressing enter key.

       5. Sales ledger.

Put the rate of sales( sales@18%) in the name box , put it under sales account group, give the basic details like GST applicability, sales classification(Sales taxable), define the rate of IGST( CGST+SGST)  accept it and save it by pressing enter key.

       6.  Input CGST ledger.

Put the rate of cgst (cgst@9%) in the name box  , where the rate of purchase tax is 18%, put it under Duties & Taxes group, give the basic details like type of duty as GST, nature of tax as CGST ,  applicable % of tax, accept it and save it by pressing enter key.

       7. Input SGST ledger.

Put the rate of sgst (sgst@9%) in the name box  , where the rate  of purchase tax is 18%, put it under Duties & Taxes group, give the basic details like type of duty as GST, nature of tax as SGST ,  applicable % of tax, accept it and save it by pressing enter key.

       8.Output CGST ledger.

Put the rate of cgst (cgst@9%) in the name box  , where the rate of sales tax is 18%, put it under Duties & Taxes group, give the basic details like type of duty as GST, nature of tax as CGST ,  applicable % of tax, accept it and save it by pressing enter key.

        9. Output SGST ledger.

Put the rate of sgst (sgst@9%) in the name box  , where the rate of sales tax is 18%, put it under Duties & Taxes group, give the basic details like type of duty as GST, nature of tax as SGST ,  applicable % of tax, accept it and save it by pressing enter key.

The ledgers discussed above are some of the examples of the basic ledgers . But in the real field multiple ledgers of similar types has to be created. Such as more than one supplier, customer, purchase, sales, tax ledgers as per the requirement has to be created.

Next after the necessary ledger creation , press escape key to back to the gateway of tally again where select inventory info menu and start creating stock groups, stock categories, stock units, stock godown and finally stock items. Actually the main intention here is to create the item database of which you are going to purchase and sale. For this you have to define the proper group, category, godown , unit and finally the item or the name of the product ( specify the batch no, date of expiry, date of manufacturing , the rate , the rate of applicable GST tax ) that you are going to purchase or sale.

Once you have successfully created the basic accounting and inventory database, go to the order section in the transaction section of gateway of tally and start creating purchase order processing. Next in the inventory voucher section start creating Receipt note voucher and in the accounting voucher section create the required purchase voucher.

     1. Purchase order processing voucher.

In the purchase order processing voucher , put the name of the supplier under the party account name , put the purchase order no , define the purchase ledger , put the name of the item under item heading , in the inventory allocation section , put the date of delivery, name the godown, specify the qty, rate, discount, tax, define the date of manufacturing and the date of expiry , accept it and save it by pressing enter key.

     2. Receipt Note voucher.

After the order is being given to the supplier , go to the inventory voucher section and create the receipt note voucher there. Where put the required receipt note voucher no , put the name of the supplier under party account name , track the purchase order no and the data related to the purchase condition for the item to be purchased will flow automatically. Accept it and save it by pressing enter key.

      3. Purchase voucher.

After receiving goods from the supplier as per the order given , go to accounting voucher section and there choose purchase voucher option. Where put the name of the supplier under party account name , track the receipt note no and the data related to the purchase condition for the item to be purchased will flow automatically. Accept it and save it by pressing enter key.

      4. Sales order processing voucher.

In the sales order processing voucher , put the name of the customer under the party account name , put the sales order no , define the sales ledger , put the name of the item under item heading , in the inventory allocation section , put the date of delivery, name the godown, specify the qty, rate, discount, tax, define the date of manufacturing and the date of expiry , accept it and save it by pressing enter key.

      5. Delivery Note voucher.

After the order is being received from the customer , go to the inventory voucher section and create the delivery note voucher there. Where put the required delivery note voucher no , put the name of the customer under party account name , track the sales order no and the data related to the sales condition for the item to be sold will flow automatically. Accept it and save it by pressing enter key.

      6. Sales voucher.

After delivering goods to the customer as per the order received , go to accounting voucher section and there choose sales voucher option. Where put the name of the customer under party account name , track the delivery note no and the data related to the sales condition for the item to be sold will flow automatically. Accept it and save it by pressing enter key.

      7. Receipt voucher.

In the accounting voucher section press F6 key to get the receipt voucher creation screen. Where define the voucher no, date, define the receipt a/c as cash or bank , put the name of the customer under particular heading, specify the amount received( against reference-receiving full payment from the party or on account-receiving part payment from the party) give the proper narration as required , accept it and save it by pressing enter key.

      8. Payment voucher.

In the accounting voucher section press F5 key to get the payment voucher creation screen. Where define the voucher no, date, define the payment a/c as cash or bank , put the name of the supplier under particular heading, specify the amount paid ( against reference-giving full payment to the party or on account-giving part payment to the party) give the proper narration as required , accept it and save it by pressing enter key.

      9.  Payment voucher for indirect expenses.

In the accounting voucher section press F5 key to get the payment voucher creation screen. Where define the voucher no, date, define the payment a/c as cash or bank , put the name of the expense heading(like electricity bill, telephone bill, house rent, staff salary ,petty cash expense a/c etc.) under particular heading, specify the amount paid ( against reference-giving full payment to the party or on account-giving part payment to the party) give the proper narration as required , accept it and save it by pressing enter key.

After the required accounting vouchers creation we can find out the balance sheet and the profit & loss account of the concerned company. For this in the gateway of tally section , go to the balance sheet and profit & loss a/c section by selecting the required options in the report section.